Executive Coordinator

Job Description

Reporting to: Vice President of Public Health Services

Job Summary:

This position is responsible for providing executive-level administrative support to the Great Plains Tribal Leaders Health Board (GPTLHB) executive leadership by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for Executives.

Essential Functions:

Assists in meeting plans, coordination, and implementation through tasks including agenda preparation, assembling required meeting packets, take meeting minutes and other needed meeting requirements. Attends and creates minutes at meetings as assigned.

Screens supervisors telephone calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction.

Opens, sorts, and distributes correspondence, including email, faxes, and postal mail; reads and analyzes submissions, letters, agendas, memos and determines significance; routes to appropriate personnel in a timely and efficient manner. Prepare executive responses to routine memos, letters, or correspondence.

Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes, notices and other materials, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.

Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system. Data analysis; Proficient in Smartsheets, MS Word, Excel, Outlook, and Teams. • Serve as an information source for department, answering questions, making referrals as required, and conducting required research.

Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintain/archives files and records

Independently assemble relevant data for Vice President(s) and compiles pertinent statistics or information.

Exercise sound judgment, critical thinking and discretion, maintain strictest confidentiality, independently assess and resolve complex situations/problems, and have the flexibility to respond to shifting priorities and great frequency.

Creates purchase requests for vendors (i.e. Amazon, hotels, etc.) and maintain operations department credit card expenditures, and submits documentation to Finance in a timely manner

Works with a cross-organizational team to coordinate logistics at organization-wide events.

Performs related work as required.

Professional Behavior

Work in a cooperative and professional manner with OHC and GPTLHB staff.

Treat Great Plains tribes and collaborators with dignity and respect.

Advance personal educational development by attending training sessions and seminars as appropriate.

Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.

Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.

Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.

Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.

Maintain and ensure organizational privacy and confidentiality.

Handle crisis and tolerate stress professionally.

Be self-directed and take proactive initiative to assist others.

Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.

Promote an alcohol, tobacco and drug-free lifestyle.

Embrace modes of appearance and attire that reflect a professional presence. Requirements

Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work.

Experience in delivering a range of administrative support functions, with proven skills in using and managing a variety of business systems.

Strong written and verbal communication skills, with an understanding of the protocols and formalities required when liaising with government representatives, board directors, key stakeholders and donors.

The ability to independently manage and control the diary and schedule of a senior executive, exercising initiative, discretion and judgment.

Situational awareness of the operating environment, including an ability to distinguish between more and less critical activities and operate accordingly, reviewing and adjusting priorities as required.

Experience in the preparation of briefs, presentations and written communication using clear, concise and grammatically correct language.

Demonstrated ability to establish strong working relationships and collaborate with other staff members to provide integrated, organizational wide support.

Working knowledge of the Microsoft 365 Suite, including SharePoint, OneDrive and Teams.

Valid driver’s license must be kept current, and certificates, credentials, or licenses must be kept current and consistent with regulations required by applicable federal, state, and/or grant regulations.

Demonstrates a passion for and is able to promote and communicate the philosophy, mission, and values of GPTLHB to external and internal partners.

Must successfully pass a criminal and background check and a pre-employment drug screen.

Supervisory Controls

The supervisor makes assignments by defining objectives, priorities, and deadlines and assists the employee with unusual situations that do not have clear precedents.The employee plans and carries out the successive steps and handles problems and deviations in the work assignments in accordance with instructions, policies, previous training, the scope of license/certification, or accepted practices in the occupation. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to policy and requirements. The methods used in arriving at the end results are not usually reviewed in detail.

Guidelines

Guidelines are available but are not completely applicable to the work or have gaps in specificity. The employee must use judgment in interpreting and adapting guidelines, such as agency policies, regulations, precedents, accreditation requirements, advanced clinical protocols, and work directions for application to specific cases or problems. The employee analyzes results and recommends changes. The employee uses initiative and resourcefulness in deviating from traditional methods or researching trends and patterns to develop new methods, criteria, or proposed new policies.

Complexity/Scope of Work

The work consists of related steps, processes, or methods. The decision regarding what needs to be done involves various choices that require the employee to recognize the existence of and differences among a few easily recognizable situations. Actions to be taken or responses to be made differ in such things as the source of information, the kind of transactions or entries, or other differences of a factual nature.

The work involves treating a variety of conventional problems, questions, or situations in conformance with established criteria. The work product or service affects the design or operation of systems, programs, or equipment; the adequacy of such; the social, physical, and economic well-being of people; or the social or economic well-being of the organization.

Contacts

The personal contacts are with individuals or groups from outside the organization in a moderately unstructured setting. For example, the contacts are not established on a routine basis and the purpose and extent of each contact is different.

The purpose is to influence, motivate, interrogate, or control persons or groups. The persons contacted may be fearful, skeptical, uncooperative, or dangerous. Therefore, the employee must be skillful in approaching the individual or group in order to obtain the desired effect, such as gaining compliance with established policies and regulations by persuasion or negotiation, or gaining information by establishing rapport with a suspicious informant.

Work Environment/Physical Demands

The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Supervisory and Management Responsibility

This is a non-supervisory position that may provide functional direction, guidance, and instruction to other employees when necessary. This position possesses authority to assign, coordinate, and review the quality and quantity of work of other employees. Instruct employees on specific techniques or technical methods for accomplishing work assignments. The employee may perform the same type of work as other employees but may be responsible for the performance of the more technically difficult, controversial, or sensitive work assigned to the unit or group.

Minimum Qualifications

Education/Relevant Experience: Bachelor’s degree, or associate’s degree and three (3) years’ experience. Progressively responsible work experience may be substituted on a year-for-year basis for college education.

This is a professional and/or supervisory position that requires post-secondary education and/or considerable experience, or clinical degrees requiring a clinical rotation. Individuals must have applicable education and/or experience applying basic principles, concepts, and methodology of a professional or administrative occupation, and skill in applying this knowledge in carrying out elementary assignments, operations, or procedures, or experience performing assignments such as carrying out limited projects that involve use of specialized complicated techniques.

The GPTLHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks and pre-employment drug screen.